In this guide we discuss the purpose of an accident book, an employer’s and employee’s responsibilities for reporting accidents and why it is important to review the accident book regularly.
What is the main purpose of the accident book?
The purpose of an accident book is to record the details of an accident to comply with RIDDOR (Reporting of Injuries, Diseases and Dangerous Occurrences Regulations) and to help prevent similar accidents happening in future.
An accident book is where the details of injuries that occur in the workplace are recorded. By analysing recorded incidents, organisations can identify patterns or recurring issues to enable improvements to the management of workplace safety.
The accident book is made up of accident report forms where details of accidents are recorded, including:
- The injured person’s name.
- The names of any witnesses.
- The name of the person recording the accident.
- The date and time of the accident.
- The location where the accident happened.
- A description of what happened.
Do all employers need an accident book?
An accident book is a legal requirement in the UK for organisations that employ 10 or more people. However, all employers, no matter how many employees they have, are required by law to document details of work-related accidents and illnesses.
Even if an organisation has fewer than 10 employees, an accident book is an efficient way to meet the requirements of the Health and Safety Act etc. 1974, the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) and other regulations.
Under the Social Security (Claims and Payments) Regulations 1979 employers are legally required to undertake investigations following an accident. They are also required to report certain accidents and work-related diseases to RIDDOR. Please see our article, What is RIDDOR and why is RIDDOR reporting important? for more information.
Keeping detailed records enables employers to meet their legal duties.
Who is responsible for filling in the accident book?
Accident report forms can be filled in by anyone and should be readily accessible to employees. Some employers may nominate a particular employee, such as a first aider, to fill in accident form s which may be available in paper format or online. A relevant line manager must be informed when an accident form is completed.
Nominating a particular person to complete forms can mean recording is meticulous and consistent. However, it is best if someone who has seen the accident first-hand fills in their version of events. The person who has had the accident must also be able to record their recollections.
Why is it important to report accidents?
Reporting accidents at work is crucial for several reasons:
Health and safety compliance
Employees should be encouraged to report work-related accidents to their employer no matter how small they seem at the time. Employees have a legal obligation under the Health and Safety at Work etc. Act 1974 to report safety concerns and accidents to their employer.
Employers have legal responsibilities to protect the health, safety, and welfare of their employees as far as reasonably practicable, under the Health and Safety at Work etc. Act 1974. They also have a legal duty to record and investigate accidents and report certain work-related accidents and illnesses under RIDDOR (see ‘Do all employers need an accident book?’ above).
Preventing future accidents
Reporting accidents provides essential data that can be analysed to understand how and why accidents occur. This information is critical for identifying hazardous conditions or procedures that need to be corrected.
Timely reporting can lead to immediate actions that prevent the recurrence of similar accidents reducing workplace risks.
Worker protection and support
When accidents are reported it triggers the support processes for affected workers. This can include medical care and rehabilitation. Accurate reporting ensures that employees receive the appropriate support and entitlements, which can be crucial for their recovery and wellbeing.
Improving safety culture
Accident reporting fosters a culture of safety and awareness among employees. It encourages a proactive approach to identifying and mitigating risks, which is essential for creating a safe working environment.
When employees see that accidents are taken seriously and investigated thoroughly, it reinforces the importance of safety and compliance with established protocols.
When must an entry be made in the accident report book?
It is advisable to fill in an accident report book as soon as possible after an accident has occurred to ensure details are fresh in people’s minds and as accurate as possible. It also enables an employer to take swift action to prevent future accidents and report the accident within RIDDOR’s timeframes, if applicable.
Why is it important to review accident data?
Regularly reviewing accident data enables continuous monitoring and improvement which is vital for reducing accidents and enhancing overall workplace safety.
Identifying trends and patterns
Reviewing accident data enables employers to identify whether certain types of accidents occur more frequently, during specific times, or areas of the workplace. For example, if multiple incidents involve slips and falls in the same location, this could indicate an ongoing issue with flooring conditions or the need for better signage.
Recognising these patterns is crucial for addressing systemic safety issues and preventing future incidents.
Improving safety measures
Employers can use insights gained from reviewing accident data to review and enhance their existing safety measures, such as modifying work processes, providing additional training to employees, or upgrading equipment.
This proactive approach helps to mitigate the risks identified and reinforces a culture of safety within the organisation. By addressing the root causes of accidents, the workplace becomes safer for all employees, potentially reducing the incidence and severity of future accidents.
Ensuring compliance
Regular reviews help ensure that the records are complete and accurate, which is crucial for compliance with health and safety regulations.
This documentation is also important in the event of legal action or insurance claims, as it can demonstrate the employer’s efforts to manage safety and may be used to support or defend against claims made by employees or third parties.
Encourages a collaborative safety environment
When employees see that the accident data is regularly reviewed and that actions are taken based on findings, it can boost their confidence in the employer’s commitment to safety. This increased trust can lead to more active employee participation in promoting safe practices and a greater willingness to report incidents and near misses.
A transparent and responsive approach to safety management encourages a collaborative safety environment, where everyone feels responsible for maintaining a safe workplace.
How to report, investigate and track incidents efficiently
Our Incident Reporting Software makes the process of reporting, tracking, investigating, analysing and reporting workplace accidents and near-misses much easier, saving you time and money.
The software supports legal compliance and makes accident reporting procedures more accurate and efficient by minimising delays and speeding up investigations, so critical information is not forgotten.
By capturing detailed data, the software supports you to better analyse the root causes of incidents to prevent reoccurrence, protecting your employees and organisation.
Visit our website to find out more, or talk to us today on 0203 011 4242/info@praxis42.com
